Manager (Facilities Management)
GROCERY LOGISTICS OF SINGAPORE PTE LTD
Grocery Logistics of Singapore Pte Ltd (GLS) is a key logistics service provider to NTUC FairPrice's brick and mortar as well as e-commerce business units. GLS is currently expanding and looking for interested personnel to join our team
1. BASIC FUNCTION
1.1 Lead the maintenance team to manage all the office and warehouse buildings, facilities and environmental related matters in the Company.
1.2 Ensure efficiency and safety of the entire security, housekeeping & maintenance operations.
1.3 Establish housekeeping (workshop area & mechanical room), pest control, normal and recyclable disposals rules.
1.4 Ensuring that basic facilities, such as utilities, air con, freezer, chiller, etc., are well-maintained
1.5 Initiate, plan and execute preventive and corrective maintenance of building, major equipment, all security and fire protection facilities and equipment at all times
1.6 Manage, co-ordinate and ensure the smooth operations of necessary upgrading projects.
1.7 Supervise and conduct training for staff in the area of safety, maintenance and technical skills.
1.8 Ensure that the building adhere to all safety regulations as required.
1.9 Ensuring that facilities meet government regulations.
1.10 Liaise and correspond with building and related authorities.
1.11 Liaise with PE for inspection and renewal of the certificates of MHE equipment and periodic building inspection.
1.12 To oversee asset protection for businesses from the protection of people and staff to the prevention of theft and inventory loss for all GLS Distribution Centres (DC) and storage warehouses.
1.13 In charge of managing a budget for security operations and hiring security staff.
1.14 To plan and manage the Security Department on matters in relation to Security, Safety, Fire Safety and Housekeeping. To provide a safe, secured and clean environment conducive for the receiving, distribution and storage of goods and property and for work. To be on duty at all times to meet with fire and security matters and to extend support and assistance to duty personnel when required.
1.15 To engage and effectively manage staff, cleaning and security agency staff to meet company objectives with fairness for warehouses and DCs.
1.16 To draft tender for security and cleaning services and review before expiry, execute and implement tender requirements in accordance with tender specifications including imposing LD and effect clauses for efficient management.
1.17 To ensure the serviceability of all security and fire protection facilities and equipment at all times.
1.18 Being the FSM and perform duties befitting of a Fire Safety Manager and in accordance with SCDF requirements
1.19 Added Duties for Fire Safety Managers appointed for specified complex premises: to carry out a fire risk assessment of the premises; to perform checks to ensure that any fire safety works using alternative solutions meet the requirements set out in the operations and maintenance manual, if any.
1.20 Organize and Prepare site for Counter Terrorism threat of all levels - Keep in touch with SG Secure and liaise with Police through SSWG scheme on vigilance and alertness. Arrange exercise for both DC and train staff on counter terrorism threat preparedness. Arrange meeting with relevant Authorities to bring security and safety messages for all staff at both DCs.
1.21 Heavy Vehicle Parking Management: issuance of VPC licenses for trucks, monitor parking activities for both DCs to maintain VPC status and to deal matters on illegal or ad hoc parking. Compliance to LTA regulatory requirement on VPC is to be observed.
1.22 Housekeeping: Prepare work plan that is suited for the cleanliness of the DCs that meets with changing business needs of company. Deploy and manage cleaners with machineries to meet housekeeping standards, review and conduct inspections and checking's to ensure cleaning scope is maintained. Liaise with the engaged cleaning agency for productivity improvements with new technology and machines upgrading. Propose to management on efficiency and productivity. Prepare DCs for regular WQA inspections and for scheduled IQA inspections with proper records and site clean ups.
1.23 Disposal: Write off inventory disposal is to be managed with efficiency, liaising with the disposal company to meet with hygiene and cleaning standards and ad hoc request to be managed. New disposal requirements (desiccants) to be updated to Management for concurrence and special needs to be taken into considerations.
1.24 Draft contracts and invite quotes to procure fire system engineering services meeting fire safety code and diligently follow up on service and maintenance of the system. Propose on upgrading system for efficiency and productivity.
2.1 ADMINISTRATIVE SUPPORT
2.1.1. Managing budgets and ensuring cost-effectiveness
2.1.2. To enforce all standing policies and procedures as established.
2.1.3. Develop and implement SOP, standards and ensure that they are followed by the staff.
2.1.4. Ensures all rules and regulations are strictly complied with.
2.1.5. Prepares tender, purchasing documents and submits all necessary reports, and documents to the Reporting Officer as scheduled.
2.1.6. Procurement & sourcing of equipment, suppliers and services with competitive price to ensure the contracts and agreements are proceeded according to SOP requirements.
2.1.7 Maintains proper records of documents and correspondence. (Both internal and external)
2.1.8 Maintains and upkeeps of working equipment and tools properly
2.2 PERSONNEL
2.2.1 To monitor and maintain proper records of all staff, such as attendance, overtime and leaves.
2.2.2 Assists to prepare the necessary documents for staffs, eg. resignation, etc and submit the relevant documents to the Human Resource Department on time.
2.2.3 To assist subordinates personally in some critical areas, such as electrical problems, M/Cs breakdown, etc.
2.2.4 To develop the plan or schedule to enhance the maintenance service work, ensure works are completed within specified time, and to achieve the objectives, which set by HOD.
2.3 SUPERVISORY DUTIES
2.3.1 Supervises subordinates in their daily work
2.3.2 Trains, motivates and develops staff in improving their skills, knowledge and attitude.
2.3.3 Conducts performance appraisal review for all staff in the Dept for confirmation, promotion and annual review.
2.3.4 Develop, execute and maintain the Work Order system plus handling ISO audits & SOPs
2.3.5 Organize and operate the FM & Security Department in an effective and efficient manner so as to support daily operations.
2.3.6 Supervise Security Executives, plan and deploy the staff to support operations if necessary two shifts assisting in the running of the FM & Security Department and oversee the security and housekeeping crew in their respective duties. Housekeeping records and job cards are to be updated promptly for audit checks.
2.3.7 To ensure all firefighting equipment, installations and facilities are maintained at their optimum levels and remain serviceable at all times. A maintenance program is in place to ensure the fire sprinklers system is serviced every monthly interval while the fire hydrants, fire hose reels and all the fire extinguishers are serviced annually. The Security Executives and the security officers also, assist in monitoring these fires fighting equipment and submit reports of their status on a fortnightly and monthly basis.
2.3.8 To ensure that the company premises are secured at all times and that all the security equipment such as CCTV, security alarm and access control systems are maintained and operating at their optimum level. All visitors and vehicles are screened and checked at the Guard House before they are issued with GLS Security Passes and allowed entry. The 4 Security Officers at the Guard House will also, notify the relevant department of the presence of their visitors and to make provision to receive them.
2.3.9 Guide and direct Security Executives on how to investigate into all reported incidents of crime or mishaps expeditiously and to make useful recommendations at the end of their investigations so as to prevent a recurrence or loss of property. Security Executives are instructed to look into all reported incidents thoroughly, update or monitor progress and submit Investigation Reports by the third day. 2.3.10 Enforce company house rules, departmental SOPs, work place safety, fire safety and security regulations or requirements to ensure the strict compliance at all times. The Security Department enforces and works closely with the HR Department on such matters.
2.3.11 Guide, train and coach subordinates so as to meet the department's goals in issues pertaining to Security, Fire Safety and Housekeeping, working hand in hand with the other departments. A Security briefing is held daily during which feedback and information on the work of the Security Department is discussed and monitored for progress.
2.3.12 Conduct monthly meetings with its working partners such as the Transporters Security and cleaning Agency. Work out solutions and methods on any work issues and discussed with their representatives for improvements. Disseminate GLS directives and gather or exchange feedback for improvement.
2.3.13 Act as a liaison officer with government agencies in matters relating to fire safety (SCDF) and police (security). Keep abreast of government directives and statutory requirements by subscribing to government on-line notifications e.g. WSH Alert (MOM), attend seminars, etc and to disseminate relevant information to staff.
2.3.14 To monitor the performance of subordinates, provide valuable advice and guidance so as to achieve departmental goals and meet targets.
2.3.15 Ensure that pilferage of goods and property and the work place safety are kept in check and zero tolerance of any infringement on Fire Safety requirements.
2.3.16 Formulate, review or update SOPs; a Fire Evacuation Plan, Emergency Equipment Instructions and Manuals; vet reports, minutes of meetings and maintenance schedules, Risk Assessment, etc.
2.3.17 Maintain records on access control and implement measures to prevent illegal entries.
2.3.18 Conduct random visits or checks after normal working hours to ensure that security systems and personnel are functioning as expected.
Requirements
1. BASIC FUNCTION
1.1 Lead the maintenance team to manage all the office and warehouse buildings, facilities and environmental related matters in the Company.
1.2 Ensure efficiency and safety of the entire security, housekeeping & maintenance operations.
1.3 Establish housekeeping (workshop area & mechanical room), pest control, normal and recyclable disposals rules.
1.4 Ensuring that basic facilities, such as utilities, air con, freezer, chiller, etc., are well-maintained
1.5 Initiate, plan and execute preventive and corrective maintenance of building, major equipment, all security and fire protection facilities and equipment at all times
1.6 Manage, co-ordinate and ensure the smooth operations of necessary upgrading projects.
1.7 Supervise and conduct training for staff in the area of safety, maintenance and technical skills.
1.8 Ensure that the building adhere to all safety regulations as required.
1.9 Ensuring that facilities meet government regulations.
1.10 Liaise and correspond with building and related authorities.
1.11 Liaise with PE for inspection and renewal of the certificates of MHE equipment and periodic building inspection.
1.12 To oversee asset protection for businesses from the protection of people and staff to the prevention of theft and inventory loss for all GLS Distribution Centres (DC) and storage warehouses.
1.13 In charge of managing a budget for security operations and hiring security staff.
1.14 To plan and manage the Security Department on matters in relation to Security, Safety, Fire Safety and Housekeeping. To provide a safe, secured and clean environment conducive for the receiving, distribution and storage of goods and property and for work. To be on duty at all times to meet with fire and security matters and to extend support and assistance to duty personnel when required.
1.15 To engage and effectively manage staff, cleaning and security agency staff to meet company objectives with fairness for warehouses and DCs.
1.16 To draft tender for security and cleaning services and review before expiry, execute and implement tender requirements in accordance with tender specifications including imposing LD and effect clauses for efficient management.
1.17 To ensure the serviceability of all security and fire protection facilities and equipment at all times.
1.18 Being the FSM and perform duties befitting of a Fire Safety Manager and in accordance with SCDF requirements
1.19 Added Duties for Fire Safety Managers appointed for specified complex premises: to carry out a fire risk assessment of the premises; to perform checks to ensure that any fire safety works using alternative solutions meet the requirements set out in the operations and maintenance manual, if any.
1.20 Organize and Prepare site for Counter Terrorism threat of all levels - Keep in touch with SG Secure and liaise with Police through SSWG scheme on vigilance and alertness. Arrange exercise for both DC and train staff on counter terrorism threat preparedness. Arrange meeting with relevant Authorities to bring security and safety messages for all staff at both DCs.
1.21 Heavy Vehicle Parking Management: issuance of VPC licenses for trucks, monitor parking activities for both DCs to maintain VPC status and to deal matters on illegal or ad hoc parking. Compliance to LTA regulatory requirement on VPC is to be observed.
1.22 Housekeeping: Prepare work plan that is suited for the cleanliness of the DCs that meets with changing business needs of company. Deploy and manage cleaners with machineries to meet housekeeping standards, review and conduct inspections and checking's to ensure cleaning scope is maintained. Liaise with the engaged cleaning agency for productivity improvements with new technology and machines upgrading. Propose to management on efficiency and productivity. Prepare DCs for regular WQA inspections and for scheduled IQA inspections with proper records and site clean ups.
1.23 Disposal: Write off inventory disposal is to be managed with efficiency, liaising with the disposal company to meet with hygiene and cleaning standards and ad hoc request to be managed. New disposal requirements (desiccants) to be updated to Management for concurrence and special needs to be taken into considerations.
1.24 Draft contracts and invite quotes to procure fire system engineering services meeting fire safety code and diligently follow up on service and maintenance of the system. Propose on upgrading system for efficiency and productivity.
2.1 ADMINISTRATIVE SUPPORT
2.1.1. Managing budgets and ensuring cost-effectiveness
2.1.2. To enforce all standing policies and procedures as established.
2.1.3. Develop and implement SOP, standards and ensure that they are followed by the staff.
2.1.4. Ensures all rules and regulations are strictly complied with.
2.1.5. Prepares tender, purchasing documents and submits all necessary reports, and documents to the Reporting Officer as scheduled.
2.1.6. Procurement & sourcing of equipment, suppliers and services with competitive price to ensure the contracts and agreements are proceeded according to SOP requirements.
2.1.7 Maintains proper records of documents and correspondence. (Both internal and external)
2.1.8 Maintains and upkeeps of working equipment and tools properly
2.2 PERSONNEL
2.2.1 To monitor and maintain proper records of all staff, such as attendance, overtime and leaves.
2.2.2 Assists to prepare the necessary documents for staffs, eg. resignation, etc and submit the relevant documents to the Human Resource Department on time.
2.2.3 To assist subordinates personally in some critical areas, such as electrical problems, M/Cs breakdown, etc.
2.2.4 To develop the plan or schedule to enhance the maintenance service work, ensure works are completed within specified time, and to achieve the objectives, which set by HOD.
2.3 SUPERVISORY DUTIES
2.3.1 Supervises subordinates in their daily work
2.3.2 Trains, motivates and develops staff in improving their skills, knowledge and attitude.
2.3.3 Conducts performance appraisal review for all staff in the Dept for confirmation, promotion and annual review.
2.3.4 Develop, execute and maintain the Work Order system plus handling ISO audits & SOPs
2.3.5 Organize and operate the FM & Security Department in an effective and efficient manner so as to support daily operations.
2.3.6 Supervise Security Executives, plan and deploy the staff to support operations if necessary two shifts assisting in the running of the FM & Security Department and oversee the security and housekeeping crew in their respective duties. Housekeeping records and job cards are to be updated promptly for audit checks.
2.3.7 To ensure all firefighting equipment, installations and facilities are maintained at their optimum levels and remain serviceable at all times. A maintenance program is in place to ensure the fire sprinklers system is serviced every monthly interval while the fire hydrants, fire hose reels and all the fire extinguishers are serviced annually. The Security Executives and the security officers also, assist in monitoring these fires fighting equipment and submit reports of their status on a fortnightly and monthly basis.
2.3.8 To ensure that the company premises are secured at all times and that all the security equipment such as CCTV, security alarm and access control systems are maintained and operating at their optimum level. All visitors and vehicles are screened and checked at the Guard House before they are issued with GLS Security Passes and allowed entry. The 4 Security Officers at the Guard House will also, notify the relevant department of the presence of their visitors and to make provision to receive them.
2.3.9 Guide and direct Security Executives on how to investigate into all reported incidents of crime or mishaps expeditiously and to make useful recommendations at the end of their investigations so as to prevent a recurrence or loss of property. Security Executives are instructed to look into all reported incidents thoroughly, update or monitor progress and submit Investigation Reports by the third day. 2.3.10 Enforce company house rules, departmental SOPs, work place safety, fire safety and security regulations or requirements to ensure the strict compliance at all times. The Security Department enforces and works closely with the HR Department on such matters.
2.3.11 Guide, train and coach subordinates so as to meet the department's goals in issues pertaining to Security, Fire Safety and Housekeeping, working hand in hand with the other departments. A Security briefing is held daily during which feedback and information on the work of the Security Department is discussed and monitored for progress.
2.3.12 Conduct monthly meetings with its working partners such as the Transporters Security and cleaning Agency. Work out solutions and methods on any work issues and discussed with their representatives for improvements. Disseminate GLS directives and gather or exchange feedback for improvement.
2.3.13 Act as a liaison officer with government agencies in matters relating to fire safety (SCDF) and police (security). Keep abreast of government directives and statutory requirements by subscribing to government on-line notifications e.g. WSH Alert (MOM), attend seminars, etc and to disseminate relevant information to staff.
2.3.14 To monitor the performance of subordinates, provide valuable advice and guidance so as to achieve departmental goals and meet targets.
2.3.15 Ensure that pilferage of goods and property and the work place safety are kept in check and zero tolerance of any infringement on Fire Safety requirements.
2.3.16 Formulate, review or update SOPs; a Fire Evacuation Plan, Emergency Equipment Instructions and Manuals; vet reports, minutes of meetings and maintenance schedules, Risk Assessment, etc.
2.3.17 Maintain records on access control and implement measures to prevent illegal entries.
2.3.18 Conduct random visits or checks after normal working hours to ensure that security systems and personnel are functioning as expected.
Requirements
- Diploma in Facilities Management, Engineering or any relevant fields
- Minimally 8 years of experience as a Building Manager, Maintenance Manager or any relevant roles
- Relevant knowledge in logistics or warehousing facilities will be advantageous
- Must be a certified SCDF FSM, additional relevant experiences will be considered
- Able to lead team/ work independently
- Motivated, meticulous, results-oriented
- Resourceful problem solver
- Good interpersonal and communication skills
JOB SUMMARY
Manager (Facilities Management)
GROCERY LOGISTICS OF SINGAPORE PTE LTD
Singapore
13 hours ago
N/A
Full-time
Manager (Facilities Management)